Coordinator, Administrative Services

Position Number: [[positionNumber]]
Department: [[department_obj]]
Grade: [[cust_payGrade]]
Campus: [[filter4]]

Salary: [[cust_MinimumRate]] - [[cust_MaximumRate]] per hour
Union/Association/HR Policy: [[filter1]]

Posting deadline: November 19, 2026

Applicants are strongly encouraged to include a cover letter expressing their interest and how their profile aligns with the role.

Recognized as one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

NOTE: This posting represents a full-time replacement contract until March 31, 2028.

SCOPE
Reporting to the Department Administrator, Studio Arts, the incumbent serves as a resource person for staff and faculty members regarding policies and procedures as they pertain to the Department, the Faculty of Fine Arts, and the University. The incumbent ensures that accurate information is given about Studio Arts, Fine Arts, and University policies and guides pertaining to administration, financial services, human resources, and IT service needs.

PRIMARY RESPONSIBILITIES
• In accordance with internal policies and procedures, coordinate department budget and financial processes and assist with creating, verifying, and processing honorarium forms, contracts, invoices, expense reports, journal transfers, timesheets, P-Card reconciliations and payment requisitions through SAP. Maintain budget records of expenditures and commitments. Keep abreast of Departmental, Faculty, and University financial policies, procedures, and guidelines. Communicate and liaise with the Fine Arts Budget Office, Accounts Payable, Financial Services, and Payroll to follow up with missing payments and/or supporting documentation.
• Complete administrative forms, keep records, input and verify data. Prepare and distribute general correspondence to faculty, students and staff regarding departmental policies, guidelines and procedures; assist in preparing documentation and mailings, as needed. Complete administrative tasks requested by the Faculty and the University (i.e., stewardship reports, Masthead updates, work-study reconciliations etc.). Help create and edit departmental course timetable Excel documents. Create and maintain administrative statistics for casual and permanent teaching and non-academic personnel. Maintain and update employment files of contractual and casual staff and technicians (i.e., Notices of Hire, Notices of Hire for Casual Employees etc.).
• Update and maintain departmental directories and maintain an effective office filing system. Update directories through Excel, Outlook, and the Concordia Website in correspondence with IITS. Coordinate office moves and mailbox changes for outgoing and incoming faculty, staff, and technicians. Screen and distribute departmental mail. Coordinate with casual employees assigned with assisting mail distribution between the VA and EV buildings. Maintain filing system (electronic records through SharePoint and FA File Share and physical records), and archive in accordance with university retention rules. In alignment with sustainability principles, establish and prioritize digital and electronic archiving tools. Maintain office supply of inventory and update bulletin boards.
• Coordinate life model hirings and bookings and assist with on-line timesheets through SAP for model hires. As required, hire new models with the Department Administrator and assist new models in connecting to SAP. Verify worked hours with instructors. Provide instructors with model listings.
• Support the department’s IT service needs regarding Moodle, SAP, FRIS, SIS, Office 365 (Teams, SharePoint, Excel, Word, Outlook etc.), directing faculty and staff to the correct IT support channels when required (CDA and IITS). Update and maintain the Program/Area Moodle Hubs and provide access to authorized users as needed. Link and unlink courses to Program/Area Hubs. Post departmental, faculty, and university communications intended for students and faculty to the central Studio Arts Moodle Hub. Answer general faculty questions related to Moodle and direct queries to IITS as needed. Coordinate updates with Studio Arts Moodle Hub site editors.
• Assist with part-time and tenure-track hiring processes, along with FRIS workload letter updates. Annually prepare part-time hiring FRIS posting, tagging, and the preparation of hiring committee files. Schedule and coordinate hiring committee meetings with the Studio Arts program/areas (ARTX, Ceramics, Drawing, Fibres & Material Practices, Intermedia, MFA in Studio Arts, Photography, Print Media, Painting, and Sculpture). Provide administrative and logistical support for tenure-track hiring by coordinating interviews, artist talks, plane/travel bookings, hotel stays, and hiring advertisements. Coordinate with the Dean’s Office to book hiring meetings with the Dean and representatives. Update faculty workload letters in FRIS to tag independent studies courses on behalf of the MFA office.
• Coordinate Fine Arts Internship Awards for the Department of Studio Arts (BMO & Elspeth McConnell). Update the Chair and awards committee members with upcoming deadlines; receive and upload student submission files; answer and triage student queries related to Internship Awards; compile and organize committee files, policies and evaluation criteria for the awards committee.
• Provide administrative and logistical support to departmental meetings and working groups. Take and transcribe minutes for departmental meetings. Coordinate and schedule meetings, book rooms and equipment. Assist with the compiling and creation of meeting agenda items. Coordinate with and invite department meeting guests (i.e., from the Dean’s Office, Office of the Provost, external guests etc.).
• Provide logistical and administrative support to the Department Administrator and the Chair. When required, collect, research and reconcile information in order to prepare and manage responses, follow ups and projects. Assist with drafting, proofreading, and editing departmental communications from the Department Administrator and the Chair (i.e., general announcements/communications, tenure-track hiring proposals, career development letters, LTA and AiR (Artist-in-Residence) requests etc.). Maintain an effective “bring forward and follow up” system for action items involving the Department Administrator. Perform other tasks as required by the Department Administrator or the Chair to facilitate the efficient functioning of the Department of Studio Arts.
• Assist with coding students to courses during peak periods at the beginning of each semester. When necessary, refer enquiries to program coordinators, program directors, or advisors. When required, assist with coordinating student academic service functions and related paperwork such as transfer of program, registration, preliminary advising, timetables, grades, student requests and student awards. Coordinate room bookings for critiques and student projects. Process departmental key control requests, after-hours and security passes. Update and correct Key Control approval records as required.
• Perform other duties in support of the unit.

QUALIFICATIONS
• Diploma Collegial Studies (three year technical DEC) in the field related to the major responsibilities, and two to four years of relevant work experience.
• Very good knowledge (Level 5) of spoken and written English in order to effectively communicate, discuss and explain policies and procedures with faculty, staff, students, and the external community, along with composing correspondence, drafting minutes, writing, proofreading, and editing departmental guidelines and policies. Basic knowledge (Level 3) of spoken and written French in order to provide information and respond to routine enquiries, communicate with life models for bookings, and compose basic correspondence.
• Good knowledge (Intermediate level) of Word (drafting and editing documents, along with PDF file conversion), of Excel (create and modify spreadsheets, add and edit formulas), Adobe Acrobat (edit, create, and modify PDF documents), and Outlook (for correspondence and scheduling).
• Excellent use of electronic organization and communication tools, including Office 365 (Outlook, Teams, SharePoint, OneNote etc.).
• Demonstrated ability to set, assess, and re-assess priorities; analyze and solve problems; multitask; work as part of a team as well as individually, and work well under pressure and with minimal supervision.
• Excellent interpersonal and organizational skills; ability to interact effectively with faculty and staff; flexible and professional integrity; approachability; tact and courtesy; proactivity, forward thinking, and results-driven.
• Keen sense of discretion with the ability to maintain confidentiality and manage sensitive files.
• Ability to work in a high-volume environment.
• Working knowledge of Concordia’s internal platforms such as Carrefour, Student Information System (SIS), FRIS, SAP, Concur, Ariba, and Millennium (legacy report viewing) is an asset.
• Knowledge of University financial and procurement policies and procedures is desirable.
• Familiarity with fine arts and studio arts related programs, institutions, curriculum, artistic research and/or practices is an asset.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, [email protected]

Immigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.